Job Description

Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential. ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential. We go the last mile: ACTED’s mission is to save lives and support people in meeting their needs in hard to reach areas. With a team of 4,600 national staff 400 international staff, ACTED is active in 37 countries and implements more than 500 projects a year reaching over 14 million beneficiaries.

ACTED Syria

Since 2012, ACTED has been implementing projects with vulnerable communities in Syria with a two-fold approach: ACTED provides life-saving support to vulnerable displaced persons, returnees, and host communities across Syria, through multi-sectorial rapid Emergency services, and implements a wide range of resilience building interventions. Thus, ACTED has been able to strengthen its links with Syrian local communities and to develop an in-depth knowledge of local dynamics. A team of 900+ is currently working in Syria.

You will be in charge of

1.Project Planning
  • Develop overall project implementation strategy, systems, approaches, tools, and materials

  • Organize project kick-off and close-out meetings

  • Plan the various stages of project implementation and set direction by prioritizing and organizing activities and resources to achieve project objectives

2. Project Implementation Follow-up
  • Oversee and manage the implementation of the project ensuring that technical quality and standards are considered and respected during project(s) implementation

  • Organize regular project Coordination meetings with project team

  • Ensure budget utilization and physical target achievements are reviewed at least once a month as per work plan

  • Ensure project implementation is on time, target and budget, using effective M&E systems to reach desired impacts

  • Ensure that the project is implemented in accordance with relevant ACTED technical guidelines and standards

  • Anticipate and mitigate risks and trouble-shoot any unforeseen challenges during the project implementation

  • Regular update the work plan, output tracker, PMF and other documents relevant for effective project management

3. Administration and Operational Management of Project Implementation 3.1. Finance
  • Review the BFU(s) and provide accurate forecasts with BOQs

  • Forecast monthly cash requirements of the project and submit to AC

3.2. Logistics
  • Contribute to the development of Procurement plans

  • Send accurate and precise order forms in a timely manner

  • Contribute to quality checks and procurement committees to finalise suppliers’ selection according to applicable scenario

  • Confirm quality of material selection if and when applicable

  • Ensure a proper management and use of the project assets and stocks

  • Plan team movements based on available fleet and applicable policies

3.3. Administration/HR
  • Participate in the recruitment of technical staff (development of organigrams, ToRs, elaborating the tests and reviewing them; interviews etc)

  • Ensure that project staff understand and are able to perform their roles and responsibilities

  • Follow-up the work plans and day-to-day activities of the project staff

  • Manage the project staff in cooperation with Area Coordinators

  • Ensure a positive working environment and good team dynamics

  • Undertake regular appraisals of staff and follow career management

  • Manage interpersonal conflicts

  • Ensure Capacity Building among staff in relevant sectors

3.4. Transparency
  • Ensure project records and documents (Flat files, beneficiary list, donation certificates, attendance sheets etc) are adequately prepared, compiled and filed according to ACTED procedures

  • Ensure staff awareness of, and respect of, ACTED’s code of conduct and FLATS procedures

3.5. Security
  • Ensure that each member of the project team is aware of security issues, policies, SOPs and they follow them accordingly

  • In cooperation with the relevant Security Officer, monitor the local security situation and inform the Director" id="link" class="link">Country Director or Coordinator" id="link" class="link">Area Coordinator and Country or Area Security Officer of developments through regular written reports;

  • Contribute to the updating of the security guidelines in the project area of intervention;

4.External Relations
  • Support, facilitate or undertake communication and liaison activities to actively consult and involve beneficiaries, key informants, actors, partners and stakeholders in all stages of project Design and implementation

  • Cultivate good relations with key humanitarian actors – local and international, including government authorities and non-state actors, through regular attendance at technical meetings and bilateral meetings

  • Ensure that at all times contact with beneficiaries is conducted in a sensitive and respectful manner

  • Where relevant, liaise with donors and work closely with partners on project updates, site visits and other communication

  • Identify opportunities to collaborate and coordinate efforts with other organizations to ensure our activities build upon – rather than replicate – the work of others

5. Quality Control
  • Assess the activities undertaken and ensure efficient use of resources;

  • Undertake regular field visits to provide technical guidance and supervision as well as regularly monitor the progress of project activities

  • Ensure lessons learned are documented, shared and reflected in project planning and decision making

  • Advise on, and assist with, project reviews conducted by AMEU

  • Ensure quality control, Analysis of added-value and impact, identification and capitalization on best practices and lessons learnt and provide relevant feedback for new project development

  • Identify and analyse gaps, ACTED’s added value, synergies and opportunities in the areas the project(s) is / are implemented and pass relevant information to the N+1

6. Reporting
  • Provide regular and timely updates on progress and challenges to supervisors and other team members

  • Draft (internal) narrative reports and contribute to the development of financial reports through regular budgetary follow up.

  • Contribute to drafting of (external) project progress reports, ensuring the quality and accuracy of technical information provided

Expected skills and qualifications

  • Project management experience in the required sector, in emergency and/or development

  • Proven capabilities in leadership and management required (large team)

  • Perfect verbal and written communication skills in English

  • Knowledge of local language and/or regional experience is an asset

  • Ability to work well under pressure

Conditions

  • Salary defined by the ACTED salary grid depending on education level, expertise, security level and experience

  • Living allowance of 300 USD

  • Lodging and food provided in the ACTED Guesthouse / or housing allowance (depending on the contract lenght and country of assignement)

  • Flight tickets in and out + Visa taken in charge by ACTED

  • Provision of medical and repatriation insurances

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